Description
Reporting to the Associate Director of Operations, the Clinical Materials & Compliance Specialist serves as a key operational and regulatory leader within the University Health Center, responsible for ensuring that all clinical materials, medications, and associated processes consistently meet federal, state, and institutional standards for patient safety, regulatory compliance, and quality care delivery.
This role functions as the central authority for clinical materials management and compliance oversight, with responsibility for establishing, monitoring, and continuously improving systems related to inventory control, medication and supply lifecycle management, storage integrity, and expiration tracking. The Specialist ensures adherence to evidence-based standards, accrediting body requirements, and healthcare regulations (e.g., OSHA, HIPAA, CDC guidelines), while supporting clinical staff in maintaining proper material usage and documentation practices.
In addition, the position plays a proactive risk management role by identifying vulnerabilities in clinical workflows, mitigating compliance risks, and addressing gaps in documentation, storage protocols, and supply utilization. This includes conducting routine audits, supporting corrective action planning, and reinforcing accountability across clinical operations.
The Clinical Materials & Compliance Specialist is essential to sustaining regulatory readiness, strengthening internal controls, and advancing a culture of safety and continuous quality improvement—ultimately ensuring the delivery of high-quality, compliant, and patient-centered healthcare services within the University Health Center.
Job Duties
Comprehensive Inventory & Supply Chain Management: Maintain accurate, real-time inventory of all medications, medical supplies, and clinical materials. Oversee end-to-end management of clinical and office supply inventory, including procurement, par level optimization, stock rotation (FIFO), and lifecycle tracking to ensure operational continuity and cost efficiency.
Regulatory Compliance & Audit Readiness: Ensure all clinical materials, medications, and storage practices comply with federal, state, and institutional regulations (e.g., OSHA, HIPAA, CDC), maintaining continuous readiness for audits, inspections, and accreditation reviews.
Storage, Handling & Environmental Monitoring: Monitor and enforce proper storage conditions (e.g., temperature, humidity, security), maintain required logs, and implement escalation protocols for any variances that impact safety or compliance.
Expiration Control & Recall Management: Establish and maintain systems to track expiration dates, manage product recalls, and remove outdated or compromised materials to safeguard patient safety and reduce institutional risk.
Quality Assurance & Compliance Auditing: Conduct routine audits of clinical materials usage, storage practices, and documentation; identify compliance gaps and partner with leadership to implement corrective and preventive actions.
EMR Alignment & Documentation Integrity: Ensure accurate alignment between clinical material usage and EMR documentation, including charges, lab orders, and supply utilization, to support billing integrity, compliance, and accurate clinical records.
Vendor Relations & Procurement Coordination: Serve as the primary liaison for vendors and suppliers (e.g., McKesson), managing ordering processes, resolving supply issues, mitigating backorders, and supporting cost containment strategies.
Administrative & Office Supply Oversight: Manage non-clinical (office) supply inventory across departments, implementing tracking systems, maintaining appropriate stock levels, and promoting efficient resource utilization.
Risk Management & Process Improvement: Proactively identify and mitigate risks related to clinical materials, documentation gaps, and supply chain disruptions; recommend and implement process improvements to strengthen operational controls.
Training, Policy Implementation & Staff Accountability: Develop and deliver training on materials management, compliance standards, and documentation expectations; support policy implementation and reinforce accountability through ongoing monitoring and guidance.
Administrative Duties: Provide front office coverage for the University Health Center, including greeting students, visitors, and vendors, while maintaining a professional, student-centered environment.Support check-in and intake processes, including verification of medical clearance status, insurance information, and required documentation prior to services. Processes student medical clearances to ensure full compliance with institutional, state, and regulatory requirements. Review and validate records; track deficiencies and communicate with students to ensure timely completion and clearance. Maintain accurate records in EMR, including documentation, scanning, and data integrity; generate status reports and support compliance holds.
Please apply directly at: https://morgan.peopleadmin.com/postings/8771
Requirements
Requested Minimum Qualifications
Education:
Associate’s degree in Healthcare Administration, Nursing, Public Health, Supply Chain Management, or a related field; or an equivalent combination of education and relevant experience.
Experience:
Two (2) years of experience in a healthcare, clinical, or ambulatory care setting
Experience with inventory, supply chain, or clinical materials management
Experience with healthcare documentation systems or EMRs
Other Preferences for Consideration
Education Preferred:
Bachelor’s degree in Healthcare Administration, Nursing, Public Health, Supply Chain Management, or a related field; or an equivalent combination of education and relevant experience.
Experience Preferred:
Experience in student health or outpatient settings
Knowledge of OSHA, infection control, medication storage, and compliance standards
Experience with quality assurance, compliance monitoring, audits, or regulatory readiness
Experience with clinical supply procurement, receiving, and verification processes
Licenses/Certifications Preferred:
Certified Materials & Resource Professional (CMRP) or similar
Clinical certification (e.g., CNA, Medical Assistant, LPN)
Training or certification in healthcare compliance, infection control, or safety standards
Knowledge, Skills & Abilities
Knowledge
Knowledge of healthcare regulations and standards (e.g., OSHA, HIPAA, CDC, infection control, medication storage requirements)
Knowledge of clinical materials management and supply chain operations, including inventory control, procurement, and lifecycle tracking
Knowledge of quality assurance, compliance monitoring, and audit processes in a healthcare setting
Knowledge of electronic medical records (EMR) systems and documentation integrity requirements (e.g., Point and Click Solutions)
Knowledge of clinical workflows, including lab processes, medication handling, and patient care support operations
Knowledge of risk management principles and regulatory readiness in ambulatory or outpatient environments
Skills
Strong analytical and auditing skills to assess compliance gaps, interpret data, and implement corrective actions
Proficiency in inventory management systems and tracking tools to maintain accurate, real-time supply levels
Ability to manage multiple operational priorities with precision, particularly in high-volume clinical environments
Effective communication and interpersonal skills to engage with clinical staff, vendors, and students
Strong organizational and documentation skills to ensure accuracy, completeness, and audit readiness
Problem-solving skills to identify inefficiencies and implement process improvements
Ability to train and guide staff on compliance standards, materials handling, and documentation expectations
Abilities
Ability to ensure continuous regulatory compliance and maintain audit readiness across all clinical materials and processes
Ability to monitor and enforce proper storage, handling, and safety protocols for medications and supplies
Ability to identify risks and implement proactive solutions to mitigate compliance and operational issues
Ability to align clinical materials usage with EMR documentation to support billing accuracy and clinical integrity
Ability to work collaboratively across clinical and administrative teams to support seamless operations
Ability to maintain confidentiality and exercise sound judgment in handling sensitive health information
Ability to adapt to evolving healthcare regulations and operational needs while maintaining high standards of performance
